How to write professional email

Writing effective email

when you've finished this page you will be able to...

write effective email to a course tutor

You're probably used to sending email to your friends and course mates, but at university you'll often communicate with staff through email too. If you want to be taken seriously and 'get on the right side' of your tutors, lecturers and course administrators, and if you want your email to get results, it's important to send professional email.

There's a list of good email protocol below that you can use to help you get the most out of your emails.

check your inbox regularly

use a 'signature' at the foot of your email - your name, course, and a student number will do

keep attached files to under 2MB in size, or warn the recipient that you are sending a large file

don't send messages when you're angry - calm down first

don't write anything in an email that you would not happily say to someone's face

never use the student announcement system for personal business - this include selling text books or advertising a room to rent

Activity: write effective email - 5 minutes

1. Next time you send an email to a course tutor, lecturer or administrator, use the check list below to make sure what you send is effective and professional.

When you write an email, remember to...

include a clear, concise and explanatory subject

include any attachments

use an appropriately respectful greeting (Dear...)

use the recipients correct title (Dr, Prof. etc. - if you don't know their title, don't use one - or 'promote' them!)

introduce yourself and give a brief background to the email

use correct spelling, grammar and punctuation

write in standard English - no 'text' language

no inappropriate use of 'emoticons'

use a polite and appropriate tone

clearly and politely explain what you would like the recipient to do

sign-off politely - avoid using 'cheers', 'tnx' or 'love/luv'

Recommended Further Reading

Finally, we look at how you can apply your email skills to the important work of getting a job.